HomeMy WebLinkAboutCHANGE ORDER - AGREEMENT MISC - CAROLINE BRADFORDCHANGE ORDER NO. 1
PROJECT TITLE: Phase 2 Cache La Poudre River Fundraising Coordination
CONTRACTOR: Caroline Bradford
PROJECT NUMBER:
DESCRIPTION:
1. Reason for change: Continue fundraising coordination services
2. Description of Change: Extension and Amendment (see attached scope of work)
3. Change in Contract Cost: $20,000 jet � C7 l K `7 3 05
4. Change in Contract Time: December 15, 2015
ORIGINAL CONTRACT COST
TOTAL APPROVED CHANGE ORDER
TOTAL PENDING CHANGE ORDER
TOTAL THIS CHANGE ORDER
TOTAL % OF THIS CHANGE ORDER
TOTAL C.Q.% OF ORIGNINAL CONTRACT
ADJUSTED CONTRACT COST
(Assuming all chang
e orders appro d)
ACCEPTED BY: c-`n /�h/,z,
ACCEPTI�R
BY:
Project Man,
REVIEWED
BY:
APPROVED
BY:
Title:
Title:
Purchasing Agent over $60,000
Contractor
Project File
Architect
Engineer
Purchasing
15,00
20,00
35,000
DATE: U/J
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CAROLINE BRADFORD
UNDERTANDING WATER RESOURCES -PROJECT COORDINATION, COi,-Ilb1UNITY INVOLVEMENT & ASKING FOR MONEY
970-688-0812 PO Boa 930 Eagle, CO 81631 CaroGneBradford@wildblue.net
Ma,vrtry 29, 2015 Revised June 17, 2015
John Stokes
Natural Areas Department, Director
City of Fort Collins
PO Box 580
Fort Collins, CO 80522
RE: PHASE 2-SCOPE OF WORK FOR CACHE LA POUDRE RIVER FUNDRASING COORDINATION
Dear John,
Thank you for the invitation to submit a scope of work to continue to provide fundraising coordination
services to support the work of the City of Fort Collins Natural Areas Department. The purpose of the
work is to secure private funds to leverage the City's investment of public funds to implement Reach 3 of
the Poudre River Downtown project during 2016/17. 1 propose to invest an additional 193 hours to
provide continuing professional fundraising coordination services for the College to Linden/BNSF
reach of the Poudre River project at an expense NOT TO EXCEED $20,000.
PROPOSED EXTENSION AND AMMENDMENT OF CONTRACT TO INCLUDE PHASE 2 SCOPE OF WORK
A. Extend Bradford's contract end date to December 15, 2015.
B. Amend Bradford's scope and budget with addition of $20,000.
With the active participation and guidance of the City staff, Bradford will:
1. Provide outreach and education to the top business prospects that have been indentified and
approved by City leadership. Using existing contacts of City leadership, Bradford will cultivate
relationships necessary to successfully solicit funds to implement the Poudre River Downtown
project. Work with appropriate support staff, City leadership to determine best strategy for
closing each request for contribution. Implement each strategy to secure the contributions
during 2015. This is the primary focus of Bradford's time during phase 2 scope of work.
2. Meet with Gates Family Foundation representatives and determine level of interest in funding
the Poudre River Downtown. Research background on funded projects with similar objectives
Host site visit of staff. Based on guidance from Foundation staff, develop materials for capitol
project grant application to be submitted before October 1st deadline for fourth quarter grant
cycle. Awards for this cycle are made in December.
3. Meet with Roundtable members, CWCB staff, and CWCB board members in a position to assist
in securing the Water Supply Reserve Account Grant from both the South Platte basin account
and the statewide account. The application deadline to the South Platte Needs Committee is
November 1, 2015 for the grant cycle that culminates in March 2016 decision by the CWCB
board. The WSRA application draft was developed during phase 1. Changes may be
incorporated per direction from the SPBRT subcommittee and City staff as needed prior to
submittal to CWCB staff in December.
4. Maintain clear and frequent written and verbal communication between the City and
stakeholders regarding the fundraising activities and the status and progress of each prospective
Bradford -Continuing Services Proposal for City of ]port Collins, Phase 2, Poudre River Downtown, 5/29/15 Page 1
source of funding. Maintain monthly communication with the kayakers and report mutual
progress to John Stokes.
5. Complete other related tasks as identified and directed by the City as the project develops.
TIME AND EXPENSES
From June through November 2015, Bradford proposes to provide 230 hours of fundraising coordination
services as requested to City of Fort Collins at the rate of $75/hour. Bradford will be in Fort Collins for
four to five visits with stakeholders. Travel related expenses are estimated at about $1,100 per visit.
Depending on the research and cultivation schedule, during this phase professional services are
anticipated to average about 30 to 35 hours each month.
1. 193 Hours Professional Services $14,500
2. Travel Related Expenses $5,000
3. Client Supplies/Expenses $500
$ 20,000
NOT TO EXCEED: The proposed "not to exceed" expense is $20,000 to City of Fort Collins for
Bradford's professional services and expenses during phase 2.
AVAILABILITY AND COMMITMENT:
Bradford currently has flexible hours available to devote 193 hours of professional services including
approximately four to five visits in Fort Collins from June 15 through November 2015 outlined to
providing services to support the tasks outlined in this proposal for the City of Fort Collins. In the
interest of transparency, existing commitments to other client's projects include ongoing fundraising
and coordination for the Manus Fund to support the Valley Settlement Project, Grand County for the
wrap up of the Gore Canyon Whitewater Park and the Colorado Water Trust on the White River. These
projects do not provide a conflict of interest for this project and do offer synergy with the Colorado
Water Conservation Board and staff relationships.
CLOSE COLLABORATION:
The City of Fort Collins understands the fundraising process will involve the outreach, solicitation and
active engagement of a wide variety of stakeholders. I understand there are many complex existing
relationships in this project and the City will provide adequate background information and guidance
that will enable Bradford to most efficiently and effectively perform these fundraising coordination on
their behalf. All specific requests for funds will be approved by Stokes prior to submission.
THE FINE PRINT:
Professional services will be provided by Caroline Bradford directly and compensated at the rate
of $75/hour; mileage at .555/mile; actual hotel expenses (if needed occasionally) and $50 per
diem travel expenses. Minor out of pocket expenses for copies or hospitality will be reimbursed
in full without markup.
Meetings, site visits, project activities and other events in Fort Collins will be scheduled as
efficiently and consecutively as possible each month so as to minimize the resources necessary
for travel to Fort Collins. It is anticipated that Bradford will average one visit per month in Fort
Collins and other visits as needed during this phase 2. Travel time for each visit averages 7
hours round trip and about 400 miles. Hotel stays are only necessary occasionally to
accommodate overnight travel. Travel time and expenses are estimated to be about $1,100
each visit.
Bradford -Continuing Services Proposal for City of Fort Collins, Phase 2, Poudre River Downtown Project, 5/29/15 Page 2
• Expenses will be submitted for payment without any mark up by Bradford. All expenses and
professional services will be compensated regardless of the success or lack of success of any
specific funding solicitation or grant application submitted on behalf of City.
• No part of the compensation for professional services will be based on a commission or
percentage of the funds secured.
• Bradford provides no guarantee of an award with any funding application or request submitted
to any individual, business, government agency or foundation. Bradford commits to provide her
best faith effort, experience and enthusiasm in the coordination and facilitation of the
stakeholder's collective efforts and in the preparation of all fundraising project support
materials on behalf of the City of Fort Collins, Natural Areas Department.
• All work will be done in full collaboration with the staff of the City of Fort Collins and their
consultants, partners and stakeholders. No part of the work will be subcontracted to any third
party by Bradford.
• All required support materials (technical attachments, engineering, project information
handouts) will be provided by City of Fort Collins to Bradford on a timely basis as needed to
comply with all application requirements and group meeting objectives as mutually agreed
upon.
• Bradford will provide all proposed solicitation materials for approval to John Stokes on a timely
basis as needed to comply with all application requirements.
• All written materials will be approved in a timely manner (usually within two business days) for
distribution to stakeholders and prospective funders within the timeframes agreed upon in the
project timeline.
• All grant applications or other solicitations will be signed by an authorized agent of the City of
Fort Collins (not by Bradford) and any funds will be awarded directly to the City of Fort Collins or
other specifically designated 501c3 organization. At no time will any funds be deposited in any
financial account controlled by Bradford. No funds will be in the possession or control of
Bradford or any other third party not specifically authorized by City of Fort Collins. Bradford may
authorized by the City of Fort Collins on a case by case basis to operate in the limited capacity of
a delivery service, for example, as in providing the delivery of a project donation check or pledge
from a donor to an authorized agent of the City of Fort Collins for deposit.
• All payments for services and expenses are due from City of Fort Collins on receipt of invoice
from Bradford with copies of receipts for out of pocket expenses and accompanying Fundraising
Status Update on Activities.
All invoices will be submitted electronically AND by US Mail (OR BY HAND) to Johns Stokes,
Natural Areas Department, PO Box 580, Fort Collins, CO 80522. Payments will be made payable
to Caroline Bradford, PO Box 930, Eagle, CO 81631.
This proposal will be incorporated into the City of Fort Collins standard contract as an
attachment in full.
LIABILITY INSURANCE/W-9: My business liability insurance policy, # 96-136-G139-6, through State Farm
Insurance is $1,000,000. The City of Fort Collins is named as additionally insured and the City has a copy
of this on file. Please don't hesitate to contact me if there are any other documents needed or other
tasks that you would like to have included in the Scope of Work. Thank you for the opportunity to be of
service to the City of Fort Collins.
Respectfully presented for consideration by Caroline Bradford via email to jstokes@fcgov.com.
Bradford -Continuing Services Proposal for City of Fort Collins, Phase 2, Poudre River Downtown Project, 5/29/15 Page 3